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Agenda 09/09/2014 Item #16E 6 9/9/201416.E.6. EXECUTIVE SUMMARY Recommendation to award ITB 14-6304, "Air Filtration Services," to Kleen Air Research, Inc. Estimated annual expenditures total$135,000. OBJECTIVE: To contract for air filtration services to remove, replace and install air filters in buildings throughout Collier County Government. CONSIDERATIONS: The Department of Facilities Management is responsible for the maintenance, repair and replacement of air-conditioning equipment throughout the County-owned facilities. In order to ensure that all heating, ventilation and air-conditioning (HVAC) equipment continues to operate in a clean and efficient manner, the County has determined the most cost effective method is to enter into a contract with a qualified air-conditioning filter service company.This service will ensure that all air filters within County buildings are replaced on a set schedule in a cost effective manner. On July 3, 2014, the Purchasing Department solicited bids for air filtration service. A total of four hundred sixty-six(466)notices were sent out electronically and thirty-seven(37)companies downloaded the solicitation packet. On July 23, 2014, Purchasing opened one (1) submitted bid and selected that bidder,Kleen Air Research,Inc.,as the lowest,responsive,and responsible bidder. Telephone calls were made to a random selection of companies that downloaded the solicitation to find out why they did not submit bids. The companies' responses ranged from: (1)they were getting out of the business,(2)they do not provide installation,or(3)the job was too large for their firm. Historical expenditures for this service: 2013 $132,889 2012 $131,064 2011 $147,962 Air filters sizes, quantities and locations may change as HVAC equipment is added or replaced. The solicitation and bid tab address additional filter quantities and locations as needed by the County. The County will procure services using the County's standard purchase order. FISCAL IMPACT: Funds are budgeted in the Department of Facilities Management's operating Cost Center(001-122240). LEGAL CONSIDERATIONS: This item is approved as to form and legality,and requires majority vote for Board approval.—SRT GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this Executive Summary. RECOMMENDATION: That the Board of County Commissioners approves the recommendation to award ITB 14-6304,"Air Filtration Services,"to Kleen Air Research,Inc. Prepared by: Dennis Linguidi, CFM,Facilities Manager,Department of Facilities Management Packet Page-2250- 9/9/2014 16.E.6. Attachments: 14-6304 Bid Tabulation, 14-6304 PTB Air Filter Svcs Packet Page-2251- 9/9/2014 16.E.6. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.E.16.E.6. Item Summary: Recommendation to award ITB 14-6304, "Air Filtration Services,"to Kleen Air Research, Inc. Meeting Date: 9/9/2014 Prepared By Name: LinguidiDennis Title: Manager-Facilities,Facilities Management 8/13/2014 1:11:42 PM Submitted by Title: Manager-Facilities,Facilities Management Name: LinguidiDennis 8/13/2014 1:11:43 PM Approved By Name: CampSkip Title: Director-Facilities Management, Facilities Management Date: 8/13/2014 3:24:51 PM Name: MarkiewiczJoanne Title: Director-Purchasing/General Services,Purchasing&General Services Date: 8/15/2014 6:37:39 AM Name: CummingsRhonda Title: Procurement Specialist,Purchasing&General Services Date: 8/15/2014 5:06:15 PM Name: JohnsonScott Title: Manager-Procurement,Purchasing&General Services Date: 8/19/2014 9:00:38 AM .-� Name: pochopinpat Packet Page-2252- 9/9/2014 16.E.6. Title:Administrative Assistant,Administrative Services Division n Date: 8/21/2014 3:55:10 PM Name: TeachScott Title: Deputy County Attorney, County Attorney Date: 8/22/2014 12:02:41 PM Name:PriceLen Title:Administrator-Administrative Services,Administrative Services Division Date: 8/29/2014 9:57:08 AM Name: TeachScott Title: Deputy County Attorney, County Attorney Date: 8/29/2014 11:00:05 AM Name: KlatzkowJeff Title: County Attorney, Date: 8/29/2014 11:32:33 AM Name: KimbleSherry Title:Management/Budget Analyst, Senior, Office of Management&Budget Date: 9/2/2014 11:02:17 AM Name: OchsLeo Title: County Manager, County Managers Office Date: 9/2/2014 11:15:37 AM Packet Page-2253- 9/9/2014 16.E.6. Mn coltr coranty Setvicaes Division Purchasing. INVITATION TO BID Date: June 24, 2014 From: Rhonda Cummings, CPPB, Procurement Strategist (239) 252-8941 (Telephone) (239) 252-6700 (FAX) rhondacummings©colliergov.net (Email) To: Prospective Vendors Subject: Solicitation: 14-6304 Air filtration Services As requested by the Facilities Department, the Collier County Board of County Commissioners Purchasing Department has issued this ITB for the purpose of obtaining fair and competitive responses. Please refer to the Public Notice included in this document for the opening date and time and any applicable pre-ITB conference. All questions regarding this ITB must be submitted online on the Collier County Purchasing Department Online Bidding System website: www.colliergov.net/bid. All responses to questions will be posted on the website with electronic notification to all prospective vendors. We look forward to your participation in Collier County's competitive procurement process. cc: Dennis Linguidi, Manager, Facilities Department Note: All ITB responses submitted must include one (1) original labeled MASTER, along with one (1) exact duplicate copies, including all required forms. Pta lmvp Depa t nerd•3327 Tamiami Trail East•Naples.Florida 34112-4901•www.colliergov.rreUpurchasing 14-6304 Air Filtration Services 1 ITB Template_04152014 Packet Page-2254- 9/9/2014 16.E.6. Invitation to Bid Index Public Notice 3 Exhibit I: Scope of Work, Specifications and Response Format 4 Exhibit II: General Bid Instructions 8 Exhibit III: Standard Purchase Order Terms and Conditions 14 Exhibit IV: Additional ITB Terms and Conditions 18 Attachment 1: Vendor Submittal-Vendor's Non-Response Statement 25 Attachment 2: Vendor's Check List 26 Attachment 3: Vendor Submittal-Bid Response Form 27 Attachment 4:Vendor Submittal—Local Vendor Preference Affidavit 29 Attachment 5:Vendor Submittal—Immigration Affidavit 30 Attachment 6: Vendor Substitute W—9 31 Attachment 7: Vendor Submittal-Insurance and Bonding Requirements 32 Attachment 8: Evidence of ten(10)years in the business .3 14-6304 Air Filtration Services 2 ITB Template_04152014 Packet Page-2255- 9/9/2014 16.E.6. Public Notice Sealed bid responses for Solicitation 14-6304 Air Filtration Services, will be received electronically or manually only at the Collier County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112 until 2:30 PM, Collier County local time on July 23, 2014. Solicitation responses received after the stated time and date will not be accepted. Solicitation 14-6304 Air Filtration Services A non-mandatory pre-bid conference will be held on July 9, 2014, commencing promptly at 10:00 AM and held at Collier County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112. All prospective bidders must attend this conference in order to submit a bid response or be considered for an award. All questions regarding this ITB must be submitted online on the Collier County Purchasing Department Online Bidding System website: www.collierciov.net/bid. All responses to questions will be posted on the website with electronic notification to all prospective vendors. All solicitation responses must be made on the official ITB response form included and only available for download from the Collier County Purchasing Department Online Bidding System website noted herein. ITB Documents obtained from sources other than Collier County Purchasing may not be accurate or current. Collier County encourages vendors to utilize recycled paper on all manual bid response submittals. Collier County does not discriminate based on age, race, color, sex, religion, national origin, disability or marital status. BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA BY: /s/Joanne Markiewicz Director, Procurement Services Publicly posted on the Collier County Purchasing Department website: www.colliergov.net/purchasino and in the lobby of the Purchasing Building on June 25, 2014. 14-6304 Air Filtration Services 3 ITB Template_04152014 Packet Page-2256- 9/9/2014 16.E.6. Exhibit I: Scope of Work, Specifications and Response Format As requested by the Collier County Facilities Department (hereinafter, the "Division or Department"), the Collier County Board of County Commissioners Purchasing Department (hereinafter, "County") has issued this Invitation to Bid (hereinafter, "ITB") with the intent of obtaining bids from interested and qualified firms in accordance with the terms, conditions and specifications stated or attached. The Vendor, at a minimum, must achieve the requirements of the Scope of Work and specifications stated. The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Purchasing Policy. Brief Description of Purchase Collier County Facilities Management Department is responsible for maintaining all of the air conditioning equipment throughout the County. In order to insure that all equipment continues to operate in an efficient manner, the County intends to enter into a contract with a qualified air conditioning filter service company. Historically, County departments have spent approximately $115,000.00 annually. Background Collier County prefers to have one point of contact to supply and install air filters. It is cost effective to outsource this activity to insure proper sizes and correct installation of filters. An expert in the field understands how to optimize and extend the life of the filtration system with proper application of filters. Detailed Scope of Work The following minimum requirements must be met by prospective proposers and shall include but not be limited to: 1. Vendor will supply all filters for every job, to include Two Ply Polyester, Two Ply Polyester with antimicrobial treatment, 40% Pleats, 60% Pleats with antimicrobial treatment, 65% to 95% Rigid Pleats and Charcoal Filters. The filter requirements must be adhered to exactly as stated with no substitutions. Site visits are required to determine quantities, sizes and types of filters per location. The bid schedule will only include a market basket to determine the low bidder for the contract. 2. Vendor must have ten (10) years experience in the air conditioning filter service business and said service is his/her sole business. 3. Vendor must have a current and valid contractor's license and be authorized to work in Collier County. 4. Vendor must be able to service all sizes of commercial air handlers located in the air handler rooms, above the ceiling, on the roof and on the grounds. This equipment includes packaged units, split systems, fan coil units and fresh air units. 5. Vendor must be able to service locations throughout the county, to include Marco Island, Everglades City and Immokalee. 14-6304 Air Filtration Services 4 ITB Template_04152014 Packet Page-2257- 9/9/2014 16.E.6. 6. Vendor must report any problems with units to the Energy Plant Supervisor immediately. These problems include any abnormal noises, loose belts, blocked drain lines, overflowing drain pans, frozen units and any problems with leaks. 7. Vendor must clean all return grills in facilities where a filter is located and any other return grills as noted by the Facilities Management Department. ➢ Grills must be wiped down each time filter is replaced, no exceptions. Dust must be captured and removed with a damp cloth using an antimicrobial spray (approved by the Department Director). ➢ Grills must be inspected for wear, and must be in good working condition. Any rust located on grills must be reported to the Building Maintenance section: Energy Plant Supervisor immediately. 8. Vendor must be available by telephone during normal working hours for any filter problems, scheduling, billing or other concerns. 9. Vendor must supply all the proper tools to perform the job without damage to air conditioning units. These tools include all sizes of ladders, complete set of hand tools, electric drills, aluminum tape, dolly's and pulls sticks. 10. All work shall be performed by Vendor's licensed and qualified employees unless authorized by the Facilities Management Supervisor. 11. The successful proposer will be asked to work in the County Jails, which requires a thorough background checks of personnel and tools taken into the jails. 12. Selected vendor will be required to wear County identification at all times while on County Property. Selected vendor will be issued County identification by the Facilities Management Department upon award of contract. 13. Maximum percentage filtration rate must meet manufacturer's recommendations. 14. The County reserves the right to add or delete buildings as necessary. 15. Any damages to County equipment caused by the Vendor or one of his employees during filter change process shall be repaired or replaced at the expense of the Vendor at no cost to the County. If damage caused by the Vendor has to be repaired or replaced by the County, the cost of such work shall be deducted from the monies due the Vendor. 16. Filters that are replaced must be taken from grill directly into a plastic bag to insure that no dust or debris is released into the office environment. The new filter will have the date installed marked clearly on it. Bags will not be stored in hallways, stairwells or where visitors and customers may trip over. SCHEDULING: Filter replacement will be coordinated with the HVAC section and the Building occupants well in advanced of craftsman showing up for service. A schedule will be issued 30 days in advance describing the day and time of each visit. Failure to adhere to the schedule or to notify building occupants of visit will result in a fine of $100 per violation, as determined by the Facilities Manager. Upon arriving to a facility, vendor and any craftsman will be responsible to: • Greet receptionist in a professional manner (some facilities require craftsmen to sign in) .-� • Request permission to replace filters • Upon entering an office, permission must be gained to enter office and replace filter. 14-6304 Air Filtration Services 5 ITB Template_04152014 Packet Page-2258- 9/9/2014 16.E.6. • When complete, advise of completion of filter replacement Under no circumstances shall a filter be replaced where a meeting may be interrupted or a customer inconvenienced. Every possible avenue must be taken to ensure that service is done professionally with no interruptions. A filter list will be provided by the awarded vendor every year listing County Building Codes, Building Name, Filter Location, Quantity, Type of Filter, Description (Size) (Building Codes, Names and Locations provided by the Department of Facilities Management). Schedule will be updated monthly by the awarded vendor, showing added facilities by the County Building Code, Facility Name, Location, Frequency of Filter Changes, Last Service Date, Cost per Service, Annual Service (Building Codes, Names and Locations provided by the Department of Facilities Management). Award Criteria ITB award criteria is as follows: • All questions on the Bid document shall be answered as to price(s), time requirements, and required document submissions. • Award shall be based upon the responses to all questions on the Bid Response Page(s). • Further consideration may include but not be limited to, references, completeness of bid response and past performances on other County bids/projects. • Prices will be read in public exactly as input on the electronic bid response form or written on the manually submitted Bid Response Page(s) at the time of the bid opening; however, should an error in calculations occur whenever unit pricing and price extensions are requested, the unit price shall prevail. Mathematical miscalculations may be corrected by the County to reflect the proper response. • The County's Purchasing Department reserves the right to clarify a vendor's proposal prior to the award of the solicitation. • It is the intent of Collier County to award to the lowest, qualified and responsive vendor(s) in accordance with the following methodology: Award will be made to a single vendor for all services required herein. The awarded contractor will be required to supply and install air filters. • Collier County reserves the right to select one, or more than one suppliers, however, it is the intent to select a single awardee. • The contract will be in the form of a standard County Purchase Order. Term of Contract The contract term, if an award(s) is/are made is intended to be for two (2) years with one (1) two (2) year renewal options.. Prices shall remain firm for the initial term of this contract. Price adjustments are dependent upon the consumer price index (CPI) over the past twelve (12) months, budget availability and program manager approval. 14-6304 Air Filtration Services 6 ITB Template_04152014 Packet Page-2259- 9/9/2014 16.E.6. Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure. Projected Timetable Event Date Issue Solicitation Notice June 25, 2014 Last Date for Receipt of Written Questions July 18, 2014, 4:00 PM, Naples Local Time Non-mandatory pre-solicitation meeting July 11, 2014, 10:00 AM, Naples Local Time and Locations Addendum Issued Resulting from Written Questions or Pre- TBD Proposal Conference Solicitation Deadline Date and Time July 24, 2014, 2:30 PM, Naples Local Time Anticipated Evaluation of Submittals July 24—30, 2014 Anticipated Board of County Commissioner's Contract August 2014 Approval Date Vendor Required Documents • Attachment 2: Vendor's Check List • Attachment 3: Vendor Bid Response Form • Attachment 4: Local Vendor Preference • Attachment 5: Immigration Law Affidavit • Attachment 6: Vendor Substitute W-9 • Attachment 7: Insurance and Bonding Requirement • Attachment 8: Evidence of ten years or more in the Air Filter replacement business (supply references and list of jobs who firm has supplied). 14-6304 Air Filtration Services 7 ITB Ternplate_04152014 Packet Page-2260- 9/9/2014 16.E.6. Exhibit II: General Bid Instructions 1. Purpose/Objective As requested by the Collier County departments or divisions identified in Exhibit 1, the Collier County Board of County Commissioners Purchasing Department (hereinafter, the County) has issued this Invitation to Bid (hereinafter, the"ITB", or"Bid")with the sole purpose and intent of obtaining bid responses from interested and qualified firms in accordance with the terms, conditions, and specifications stated and/or attached herein/hereto. The successful vendor will hereinafter be referred to as the "Vendor" All bids must be submitted on the Bid form furnished by the County noted in Attachments 2, 3, 4, 5, 6, and 7 of this ITB. No bid will be considered unless the Bid form is properly signed.Vendor is responsible to read and follow the instructions very carefully, as any misinterpretation or failure to comply with these instructions could lead to the bid submitted as being rejected as non-responsive. 2. Pricing Vendors must provide unit prices using the unit of measured specified by the County. All prices will remain firm for a period of one hundred and eighty (180) calendar days from date of bid opening. After award by the Board of County Commissioners, prices may only be adjusted as outlined in Exhibit I: Term of Contract. 3. Alternate Bid Pricing In the event that alternate pricing is requested, it is an expressed requirement of the bid to provide pricing for all alternates as listed. The omission of a response or a no-bid or lack of a submitted price will be the basis for the rejection of the submitted bid response. All bids responses received without pricing for all alternates as listed will be considered technically non-responsive and will not be considered for award. 4. Equal Product Manufacturer's name, brand name and/or model number are used in these specifications for the purpose of establishing minimum requirements of level of quality, standards of performance and/or design required, and is in no way intended to prohibit the bidding of other manufacturer's items of equal or similar material. An equal or similar product may be bid, provided that the product is found to be equal or similar in quality, standard of performance, design, etc. to the item specified. Where an equal or similar is bid, the Bid must be accompanied with two (2) complete sets of factory information sheets (specifications, brochures, etc.) and test results, if applicable, of unit bid as equal or similar. Equal product samples, if required for evaluation, and at no cost to the County, must be submitted with Bid. Unless otherwise directed in the solicitation, the bid will not be considered unless samples are delivered to specified address by bid due date. The County shall be sole judge of equality or similarity, and its decision shall be final in the best interest. 14-6304 Air Filtration Services 8 ITB Template_04152014 Packet Page-2261- 9/9/2014 16.E.6. 5. Discounts Any discounts or terms must be shown on the Bid form. Such discounts, if any, may be considered in the award of tie bids. In no instance should payment terms less than fifteen (15) calendar days be offered. 6. Exceptions Vendors taking exception to any part or section of these specifications shall indicate such exceptions on a separate sheet entitled "EXCEPTIONS TO SPECIFICATIONS." Failure to indicate any exceptions to the specifications shall be interpreted as the Vendors intent to fully comply with the specifications as written. The County, at its sole discretion, shall determine if the exceptions are material in nature, and if the Vendor's exceptions may be declared grounds for rejection of bid proposal. 7. Addenda The County reserves the right to formally amend and/or clarify the requirements of the bid specifications where it deems necessary. Any such addendum/clarification shall be in writing and shall be distributed electronically to all parties who received the original bid specifications prior to the deadline for submission of Bids. All changes to this ITB will be conveyed electronically through a notice of addendum or questions and answers to all vendors registered under the applicable commodity code(s) at the time when the original ITB was released, as well as those vendors who downloaded the ITB document. Additionally, all addendums are posted on the Collier County Purchasing Department Online Bidding System website: www.colliergov.net/bid. Before submitting a bid response, please make sure that you have read all, understood clearly and complied completely with any changes stated in the addenda as failure to do so may result in the rejection of your submittal. 8. Bid Submission For electronic submissions... All electronic bids shall be submitted online via the Collier County Purchasing Department Online Bidding System: www.colliergov.net/bid. For paper submissions... All paper bids shall be submitted to the County Procurement Director, Collier County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112, by the date and time as stated in the Legal Notice. The County assumes no responsibility for bid responses received after the due date and time, or at any office or location other than that specified herein, whether due to mail delays, courier mistakes, mishandling, inclement weather or any other reason. Late bid responses shall be returned unopened, and shall not be considered for award. Vendors must submit one (1) paper copy clearly labeled "Master," and one (1) compact disk (CD)with one copy of the proposal on each CD in Word, Excel or PDF. List the Solicitation Number and Title on the outside of the box or envelope. All bids sent by courier service must have the bid number and title on the outside of the courier packet. Vendors who wish to receive copies of bids after the bid opening may view and download same from the Collier County Purchasing Department Internet bid site. 14-6304 Air Filtration Services 9 ITB Template_04152014 Packet Page-2262- 9/9/2014 16.E.6. 9. Questions If the vendor should be of the opinion that the meaning of any part of the Bid Document is doubtful, obscure or contains errors or omissions it should report such opinion to the Procurement Strategist before the bid opening date. Direct questions related to this ITB only to the Collier County Purchasing Department Internet website: www.collieroov.net/bid. Questions will not be answered after the date noted on the ITB. Vendors must clearly understand that the only official answer or position of the County will be the one stated on the Collier County Purchasing Department Online Bidding System website. For general questions, please call the referenced Procurement Strategist identified in the Public Notice. 10. Protests Any prospective vendor/ proposer who desires to protest any aspect(s) or provision(s) of the solicitation (including the form of the solicitation documents or procedures) shall file their protest with the Procurement Director prior to the time of the bid opening strictly in accordance with the County's then current purchasing ordinance and policies. 11. Rejection and Waiver The County reserves the right to reject any and all bids, to waive defects in the form of bid, also to select the bid that best meets the requirements of the County. Vendors whose bids, past performance or current status do not reflect the capability, integrity or reliability to fully and in good faith perform the requirements denoted may be rejected as non- responsive. Bids that do not meet all necessary requirements of this solicitation or fail to provide all required information, documents or materials may be rejected as non-responsive. 12. Local Vendor Preference (LVP) The County is using the Competitive Sealed Quotation methodology of source selection for this procurement, as authorized by Ordinance Number 2013-69 establishing and adopting the Collier County Purchasing Ordinance. Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector for at least one year prior to bid or proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier County from which the vendor's staff operates and performs business in an area zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or other non-permanent structure shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic development and well-being of Collier County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base, and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a "local business" under this section. A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one year. 14-6304 Air Filtration Services 10 ITB Template_04152014 Packet Page-2263- 9/9/2014 16.E.6. Under this solicitation, bidders desiring to receive local preference will be invited and required to affirmatively state and provide documentation as set forth in the solicitation in support of their status as a local business.Any bidder who fails to submit sufficient documentation with their bid offer shall not be granted local preference consideration for the purposes of that specific contract award. Except where federal or state law, or any other funding source, mandates to the contrary, Collier County and its agencies and instrumentalities, will give preference to local businesses in the following manner. Competitive bid (local price match option). Each formal competitive bid solicitation shall clearly identify how the price order of the bids received will be evaluated and determined. When a qualified and responsive, non-local business submits the lowest price bid, and the bid submitted by one or more qualified and responsive local businesses is within ten percent of the price submitted by the non-local business, then the local business with the apparent lowest bid offer (i.e., the lowest local bidder) shall have the opportunity to submit an offer to match the price(s), less one (1) dollar, offered by the overall lowest, qualified and responsive bidder. In such instances, staff shall first verify if the lowest non-local bidder and the lowest local bidder are in fact qualified and responsive bidders. Next, the Purchasing Department shall determine if the lowest local bidder meets the requirements of Fla. Stat. Sec.287.087 (Preferences to businesses with drug-free workplace programs). If the lowest local bidder meets the requirements of Fla. Stat. Sec. 287.087, the Purchasing Department shall invite the lowest local bidder to submit a matching offer, less one (1) dollar, within five (5) business days thereafter. If the lowest local bidder submits an offer that fully matches the lowest bid, less one (1) dollar, from the lowest non-local bidder tendered previously, then award shall be made to the local bidder. If the lowest local bidder declines or is unable to match the lowest non-local bid price(s), then award will be made to the lowest overall qualified and responsive bidder. If the lowest local bidder does not meet the requirement of Fla. Stat. Sec 287.087, and the lowest non-local bidder does, award will be made to the bidder that meets the requirements of the reference state law. Bidder must complete and submit with their bid response the Affidavit for Claiming Status as a Local Business which is included as part of this solicitation. Failure on the part of a Bidder to submit this Affidavit with their bid response will preclude said Bidder from being considered for local preference on this solicitation. A Bidder who misrepresents the Local Preference status of its firm in a bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one (1)year. The County may, as it deems necessary, conduct discussions with responsible bidders determined to be in contention for being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to solicitation requirements. 13. Immigration Affidavit Certification Statutes and executive orders require employers to abide by the immigration laws of the United States and to employ only individuals who are eligible to work in the United States. The Employment Eligibility Verification System (E-Verify) operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA), provides an Internet-based means of verifying employment eligibility of workers in the United States; it is not a substitute for any other employment eligibility verification requirements. The program will be used for Collier County formal Invitations to Bid (ITB) and Request for Proposals (RFP) including professional services and construction services. 14-6304 Air Filtration Services 11 ITB Template_04152014 Packet Page-2264- 9/9/2014 16.E.6. Exceptions to the program: • Commodity based procurement where no services are provided. • Where the requirement for the affidavit is waived by the Board of County Commissioners Vendors/ Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company. Vendors are also required to provide the Collier County Purchasing Department an executed affidavit certifying they shall comply with the E-Verify Program. The affidavit is attached to the solicitation documents. If the BidderNendor does not comply with providing both the acceptable E-Verify evidence and the executed affidavit the bidder's/vendor's proposal may be deemed non-responsive. Additionally, vendors shall require all subcontracted vendors to use the E-Verify system for all purchases not covered under the "Exceptions to the program" clause above. For additional information regarding the Employment Eligibility Verification System (E-Verify) program visit the following website: htto://www.dhs.gov/E-Verify. It shall be the vendor's responsibility to familiarize themselves with all rules and regulations governing this program. Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended and with the provisions contained within this affidavit. Failure by the awarded firm(s)to comply with the laws referenced herein or the provisions of this affidavit shall constitute a breach of the award agreement and the County shall have the discretion to unilaterally terminate said agreement immediately. 14. Lobbying All firms are hereby placed on NOTICE that the County Commission does not wish to be lobbied either individually or collectively about a project for which a firm has submitted a bid. Firms and their agents are not to contact members of the County Commission for such purposes as meetings of introduction, luncheons, dinners, etc. During the bidding process, from bid opening to final Board approval, no firm or its agent shall contact any other employee of Collier County with the exception of the Purchasing Department. 15. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute 607.1501) In order to be considered for award, firms must be registered with the Florida Department of State Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and provide a certificate of authority (www.sunbiz.orq/search.html) prior to execution of a contract. A copy of the document may be submitted with the solicitation response and the document number shall be identified. Firms who do not provide the certificate of authority at the time of response shall be required to provide same within five (5) days upon notification of selection for award. If the firm cannot provide the document within the referenced timeframe, the County reserves the right to award to another firm. 16. General Information 14-6304 Air Filtration Services 12 ITB Template_04152014 Packet Page-2265- 9/9/2014 16.E.6. When it is deemed by the County that a bid cannot be awarded as originally intended, the County reserves the right to award this bid through an approach which is the best interest of the County. Alternate bids will not be considered unless authorized by the ITB. In case of identical bids tying as low bid, the County shall ask vendors to submit certification that they have a drug-free workplace in accordance with Section 287.087 Florida Statutes. Should all vendors provide said certification; the County will give local vendor preference. 17. Bid Award Process Award of contract will be made by the Board of County Commissioners in public session. Award shall be made in a manner consistent with the County's Purchasing Policy. Award recommendations will be posted outside the offices of the Purchasing Department as well as on the Collier County Purchasing Department website on Wednesdays and Thursdays prior to the County Commission meetings. Any actual or prospective respondent who desires to formally protest the recommended contract award must file a notice of intent to protest with the Procurement Director within two (2) calendar days (excluding weekends and County holidays) of the date that the recommended award is posted. Upon filing of said notice, the protesting party will have five (5) days to file a formal protest and will be given instructions as to the form and content requirements of the formal protest. A copy of the "Protest Policy" is available at the office of the Procurement Director. 14-6304 Air Filtration Services 13 ITB Template_04152014 Packet Page-2266- 9/9/2014 16.E.6. Exhibit Ill: Standard Purchase Order Terms and Conditions 1. Offer non-conforming or otherwise rejected by the This offer is subject to cancellation by the COUNTY. COUNTY without notice if not accepted by VENDOR within fourteen (14) days of 4. Shipping and Invoices issuance. a) All goods are FOB destination and must be suitably packed and prepared to 2. Acceptance and Confirmation secure the lowest transportation rates This Purchase Order (including all and to comply with all carrier regulations. documents attached to or referenced Risk of loss of any goods sold hereunder therein) constitutes the entire agreement shall transfer to the COUNTY at the time between the parties, unless otherwise and place of delivery; provided that risk specifically noted by the COUNTY on the of loss prior to actual receipt of the goods face of this Purchase Order. Each delivery by the COUNTY nonetheless remain with of goods and/or services received by the VENDOR. COUNTY from VENDOR shall be deemed to b) No charges will be paid by the COUNTY be upon the terms and conditions contained for packing, crating or cartage unless in this Purchase Order. otherwise specifically stated in this Purchase Order. Unless otherwise No additional terms may be added and provided in Purchase Order, no invoices Purchase Order may not be changed except shall be issued nor payments made prior by written instrument executed by the to delivery. Unless freight and other COUNTY. VENDOR is deemed to be on charges are itemized, any discount will ,''-" notice that the COUNTY objects to any be taken on the full amount of invoice. additional or different terms and conditions c) All shipments of goods scheduled on the contained in any acknowledgment, invoice or same day via the same route must be other communication from VENDOR, consolidated. Each shipping container notwithstanding the COUNTY'S acceptance must be consecutively numbered and or payment for any delivery of goods and/or marked to show this Purchase Order services, or any similar act by VENDOR. number. The container and Purchase Order numbers must be indicated on bill 3. Inspection of lading. Packing slips must show All goods and/or services delivered Purchase Order number and must be hereunder shall be received subject to the included on each package of less than COUNTY'S inspection and approval and container load (LCL) shipments and/or payment therefore shall not constitute with each car load of equipment. The acceptance. All payments are subject to COUNTY reserves the right to refuse or adjustment for shortage or rejection. All return any shipment or equipment at defective or nonconforming goods will be VENDOR'S expense that is not marked returned pursuant to VENDOR'S instruction with Purchase Order numbers. at VENDOR'S expense. VENDOR agrees to declare to the carrier the value of any shipment made under To the extent that a purchase order requires this Purchase Order and the full invoice a series of performances by VENDOR, the value of such shipment. COUNTY prospectively reserves the right to d) All invoices must contain the Purchase cancel the entire remainder of the Purchase Order number and any other specific Order if goods and/or services provided early information as identified on the Purchase in the term of the Purchase Order are Order. Discounts of prompt payment will be computed from the date of receipt of 14-6304 Air Filtration Services 14 ITB Template 04152014 Packet Page-2267- 9/9/2014 16.E.6. goods or from date of receipt of invoices, for the purpose intended. Goods shall be whichever is later. Payment will be delivered free from any security interest or made upon receipt of a proper invoice other lien, encumbrance or claim of any third and in compliance with Chapter 218, Fla. party. These warranties shall survive Stats., otherwise known as the "Local inspection, acceptance, passage of title and Government Prompt Payment Act," and, payment by the COUNTY. pursuant to the Board of County Commissioners Purchasing Policy. 8. Statutory Conformity Goods and services provided pursuant to 5. Time Is Of the Essence this Purchase Order, and their production Time for delivery of goods or performance of and transportation shall conform to all services under this Purchase Order is of the applicable laws, including but not limited to essence. Failure of VENDOR to meet the Occupational Health and Safety Act, the delivery schedules or deliver within a Federal Transportation Act and the Fair reasonable time, as interpreted by the Labor Standards Act, as well as any law or COUNTY in its sole judgment, shall entitle regulation noted on the face of the Purchase the COUNTY to seek all remedies available Order. to it at law or in equity. VENDOR agrees to reimburse the COUNTY for any expenses 9. Advertising incurred in enforcing its rights. VENDOR No VENDOR providing goods and services further agrees that undiscovered delivery of to the COUNTY shall advertise the fact that it nonconforming goods and/or services is not has contracted with the COUNTY for goods a waiver of the COUNTY'S right to insist and/or services, or appropriate or make use upon further compliance with all of the COUNTY'S name or other identifying specifications. marks or property without the prior written consent of the COUNTY'S Purchasing 6. Changes Department. The COUNTY may at any time and by written notice make changes to drawings and specifications, shipping instructions, 10. Indemnification quantities and delivery schedules within the VENDOR shall indemnify and hold harmless general scope of this Purchase Order. the COUNTY from any and all claims, Should any such change increase or including claims of negligence, costs and decrease the cost of, or the time required for expenses, including but not limited to performance of the Purchase Order, an attorneys' fees, arising from, caused by or equitable adjustment in the price and/or related to the injury or death of any person delivery schedule will be negotiated by the (including but not limited to employees and COUNTY and VENDOR. Notwithstanding agents of VENDOR in the performance of the foregoing, VENDOR has an affirmative their duties or otherwise), or damage to obligation to give notice if the changes will property (including property of the COUNTY decrease costs. Any claims for adjustment or other persons), which arise out of or are by VENDOR must be made within thirty (30) incident to the goods and/or services to be days from the date the change is ordered or provided hereunder. within such additional period of time as may be agreed upon by the parties. 11. Warranty of Non-Infringement VENDOR represents and warrants that all 7. Warranties goods sold or services performed under this VENDOR expressly warrants that the goods Purchase Order are: a) in compliance with and/or services covered by this Purchase applicable laws; b) do not infringe any Order will conform to the specifications, patent, trademark, copyright or trade secret; drawings, samples or other descriptions and c) do not constitute unfair competition. furnished or specified by the COUNTY, and will be of satisfactory material and quality VENDOR shall indemnify and hold harmless production, free from defects and sufficient the COUNTY from and against any and all 14-6304 Air Filtration Services 15 ITB Template_04152014 Packet Page-2268- 9/9/2014 16.E.6. claims, including claims of negligence, costs performance resulting from any cause beyond and expense, including but not limited to their control, including, but without limitation to attorneys' fees, which arise from any claim, war, strikes, civil disturbances and acts of nature. n suit or proceeding alleging that the When VENDOR has knowledge of any actual or COUNTY'S use of the goods and/or services potential force majeure or other conditions which provided under this Purchase Order are will delay or threatens to delay timely inconsistent with VENDOR'S representations performance of this Purchase Order, VENDOR shall immediately give notice thereof, including all and warranties in section 11 (a). relevant information with respects to what steps VENDOR is taking to complete delivery of the If any claim which arises from VENDOR'S breach goods and/or services to the COUNTY. of section 11 (a) has occurred, or is likely to occur, VENDOR may, at the COUNTY'S option, 15. Assignment procure for the COUNTY the right to continue VENDOR may not assign this Purchase Order, using the goods or services, or replace or modify nor any money due or to become due without the the goods or services so that they become prior written consent of the COUNTY. Any non-infringing, (without any material degradation assignment made without such consent shall be in performance, quality, functionality or additional deemed void. cost to the COUNTY). 16. Taxes 12. Insurance Requirements Goods and services procured subject to this The VENDOR, at its sole expense, shall provide Purchase Order are exempt from Florida sales commercial insurance of such type and with such and use tax on real property, transient rental terms and limits as may be reasonably property rented, tangible personal purchased or associated with the Purchase Order. Providing rented, or services purchased (Florida Statutes, and maintaining adequate insurance coverage is Chapter 212), and from federal excise tax. a material obligation of the VENDOR. All insurance policies shall be executed through 17. Annual Appropriations insurers authorized or eligible to write policies in The COUNTY'S performance and obligation to the State of Florida. pay under this Purchase Order shall be n 13. Compliance with Laws contingent upon an annual appropriation of In fulfilling the terms of this Purchase Order, funds. VENDOR agrees that it will comply with all 18. Termination federal, state, and local laws, rules, codes, and This Purchase Order may be terminated at any ordinances that are applicable to the conduct of time by the COUNTY upon 30 days prior written its business. By way of non-exhaustive example, notice to the VENDOR. This Purchase Order this shall include the American with Disabilities may be terminated immediately by the COUNTY Act and all prohibitions against discrimination on for breach by VENDOR of the terms and the basis of race, religion, sex creed, national conditions of this Purchase Order,handicap, marital status, or veterans' provided that status. COUNTY has provided VENDOR with notice of tatus. Further, VENDOR acknowledges and such breach and VENDOR has failed to cure without exception or stipulation shall be fully within 10 days of receipt of such notice. responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 19. General as located at 8 U.S.C. 1324, et seq. and a) This Purchase Order shall be governed by regulations relating thereto, as either may be the laws of the State of Florida. The venue amended. Failure by the awarded firm(s) to for any action brought to specifically enforce comply with the laws referenced herein shall any of the terms and conditions of this constitute a breach of the award agreement and Purchase Order shall be the Twentieth the County shall have the discretion to Judicial Circuit in and for Collier County, unilaterally terminate said agreement Florida immediately. Any breach of this provision may b) Failure of the COUNTY to act immediately in be regarded by the COUNTY as a material and response to a breach of this Purchase Order substantial breach of the contract arising from by VENDOR shall not constitute a waiver of this Purchase Order. breach. Waiver of the COUNTY by any 14. Force Majeure default by VENDOR hereunder shall not be Neither the COUNTY nor VENDOR shall be deemed a waiver of any subsequent default responsible for any delay or failure in by VENDOR. 14-6304 Air Filtration Services 16 ITS Template_04152014 Packet Page-2269- 9/9/2014 16.E.6. c) All notices under this Purchase Order shall be sent to the respective addresses on the �—. face page by certified mail, return receipt requested, by overnight courier service, or by personal delivery and will be deemed effective upon receipt. Postage, delivery and other charges shall be paid by the sender. A party may change its address for notice by written notice complying with the requirements of this section. d) The Vendor agrees to reimbursement of any travel expenses that may be associated with this Purchase Order in accordance with Florida Statute Chapter 112.061, Per Diem and Travel Expenses for Public Officers, employees and authorized persons. e) In the event of any conflict between or among the terms of any Contract Documents related to this Purchase Order, the terms of the Contract Documents shall take precedence over the terms of the Purchase Order. To the extent any terms and /or conditions of this Purchase Order duplicate or overlap the Terms and Conditions of the Contract Documents, the provisions of the Terms and/or Conditions that are most favorable to the County and/or provide the greatest protection to the County shall govern. 14-6304 Air Filtration Services 17 ITB Tenn plate_04152014 Packet Page-2270- 9/9/2014 16.E.6. Exhibit IV: Additional ITB Terms and Conditions 1. Additional Items and/or Services During the contract term, Collier County reserves the right to add related items and/or services upon negotiation of a satisfactory price by the Project Manager and Vendor. 2. Conflict of Interest Vendor shall provide a list of any businesses and/or organizations to which the firm has any affiliation or obligations within the past five (5) years; whether paid or donated, which could be construed by the County as a conflict of interest. Disclosure of any potential or actual conflict of interest is subject to County staff review and does not in and of itself disqualify a firm from consideration. These disclosures are intended to identify and or preclude conflict of interest situations during contract selection and execution. 3. Vendor Performance Evaluation Collier County has implemented a Vendor Performance Evaluation System for all contracts awarded in excess of$25,000. To this end, vendors will be evaluated on their performance upon completion/termination of agreement. 5. Use of Subcontractors Bidders on any service related project, including construction, must be qualified and directly responsible for 50% or more of the solicitation amount for said work. 6. Deductions for Non-Performance The County reserves the right to deduct a portion of any invoice for goods not delivered, or services not performed in accordance with requirements, including required timeframe. The County may also deduct, or chargeback the Vendor the costs necessary to correct the deficiencies directly related to the Vendor's non-performance. 7. Offer Extended to Other Governmental Entities Collier County encourages and agrees to the successful vendor extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful vendor. 8. Environmental Health and Safety All Vendors and Sub vendors performing service for Collier County are required and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub vendors shall be responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site. All firewall penetrations must be protected in order to meet Fire Codes. Collier County Government has authorized OSHA representatives to enter any Collier County facility, property and/or right-of-way for the purpose of inspection of any Vendor's work operations. This provision is non-negotiable by any department and/or Vendor. 14-6304 Air Filtration Services 18 ITB Template_04152014 Packet Page-2271- 9/9/2014 16.E.6. All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device Coordination and Arc Flash Studies where relevant as determined by the engineer. All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE Protective labels. 9. Florida Wood Products The Vendor/Contractor agrees to comply with Florida Statute 255.20 to provide lumber, timber and other forest products produced and manufactured in the State of Florida as long as the price, fitness and quality are equal. 10. Public Records Compliance The Vendor/Contractor agrees to comply with the Florida Public Records Law Chapter 119 (including specifically those contractual requirements at F.S. § 119.0701(2) (a)-(d) and (3)), ordinances, codes, rules, regulations and requirements of any governmental agencies. 11. Standards of Conduct The Vendor shall employ people to work on County projects who are neat, clean, well-groomed and courteous. Subject to the American with Disabilities Act, Vendor shall supply competent employees who are physically capable of performing their employment duties. The County may require the Vendor to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable and whose continued employment on Collier County projects is not in the best interest of the County. 12. Licenses The Vendor is required to possess the correct professional and other licenses, and any other authorizations necessary to perform the required work pursuant to all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any kind. Additionally, copies of all the required licenses must be submitted with the bid response indicating that the entity bidding, as well as the team assigned to the County account, is properly licensed to perform the activities or work included in the ITB documents. Failure on the part of any vendor to supply this documentation with their bid response may be grounds for deeming vendor non-responsive. A Vendor with an office within Collier County is required to have an occupational license. All State Certified contractors who may need to pull Collier County permits or call in inspections must complete a Collier County Contractor License registration form and submit the required fee. After registering the license/registration will need to be renewed thereafter to remain "active" in Collier County. Questions regarding professional licenses should be directed to Contractor Licensing, Community Development and Environmental Services at (239) 252-2431, 252-2432 or 252-2909. Questions regarding required Business Tax Receipt (formerly known as Occupational Licenses) should be directed to the Tax Collector's Office at (239) 252-2477. 13. Protection of Property The Vendor shall ensure that the service is performed in such manner as to not damage any property. In the event damage occurs to any property as a direct result of the Vendor or their Sub vendor in the performance of the required service, the Vendor shall repair/replace, to the County's satisfaction, damaged property at no additional cost to the County. If the damage caused by the 14-6304 Air Filtration Services 19 ITB Template_04152014 Packet Page-2272- 9/9/2014 16.E.6. Vendor or their Sub vendor has to be repaired/replaced by the County, the cost of such work will be deducted from the monies due the Vendor. 14. Prohibition of Gifts to County Employees No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311. Violation of this provision may result in one or more of the following consequences: a. Prohibition by the individual, firm, and/or any employee of the firm from contact with County staff for a specified period of time; b. Prohibition by the individual and/or firm from doing business with the County for a specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate termination of any contract held by the individual and/or firm for cause. 15. Invoice and Payments Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218, Florida Statutes. Vendor's invoices must include: • Purchase Order Number • Description and quantities of the goods or services provided per instructions on the County's purchase order or contract. Invoices shall be sent to: Board of County Commissioners Clerk's Finance Department ATTN: Accounts Payable n 3299 Tamiami Trail E Ste 700 Naples FL 34112 Or emailed to: bccapclerkacollierclerk.com. Collier County, in its sole discretion, will determine the method of payment for goods and/or services as part of this agreement. Payment methods include: • Traditional—payment by check, wire transfer or other cash equivalent. • Standard —payment by purchasing card. Collier County's Purchasing Card Program is supported by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is cognizant of the Rules for VISA Merchants and MasterCard Merchant Rules. The County may not accept any additional surcharges (credit card transaction fees) as a result of using the County's credit card for transactions relating to this solicitation. The County will entertain bids clearly stating pricing for standard payment methods. An additional separate discounted price for traditional payments may be provided at the initial bid submittal if it is clearly marked as an "Additional Cash Discount." Upon execution of the Contract and completion of each month's work, payment requests may be submitted to the Project Manager on a monthly basis by the Contractor for services rendered for that prior month. Services beyond sixty (60) days from current monthly invoice will not be considered for payment without prior approval from the Project manager. All invoices should be submitted within the fiscal year the work was performed. (County's fiscal year is October 1 - September 30.) Invoices submitted after the close of the fiscal year will not be accepted (or processed for payment) unless specifically authorized by the Project Manager. 14-6304 Air Filtration Services 20 ITB Template_04152014 Packet Page-2273- 9/9/2014 16.E.6. Payments will be made for articles and/or services furnished, delivered, and accepted, upon �-. receipt and approval of invoices submitted on the date of services or within six (6) months after completion of contract. Any untimely submission of invoices beyond the specified deadline period is subject to non-payment under the legal doctrine of "laches" as untimely submitted. Time shall be deemed of the essence with respect to the timely submission of invoices under this agreement. In instances where the successful contractor may owe debts (including, but not limited to taxes or other fees)to Collier County and the contractor has not satisfied nor made arrangement to satisfy these debts, the County reserves the right to off-set the amount owed to the County by applying the amount owed to the vendor or contractor for services performed of for materials delivered in association with a contract. Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the Finance Division for payment. Payment will be made upon receipt of proper invoice and in compliance with Chapter 218 Florida Statutes, otherwise known as the"Local Government Prompt Payment Act." Collier County reserves the right to withhold and/or reduce an appropriate amount of any payment for work not performed or for unsatisfactory performance of Contractual requirements. 16. Survivability Purchase Orders: The Contractor agrees that any Purchase Order that extends beyond the expiration date of the original Solicitation 14-6304 will survive and remain subject to the terms and conditions of that Agreement until the completion or termination of this Purchase Order. 17. Insurance Requirements The Vendor shall at its own expense, carry and maintain insurance coverage from responsible companies duly authorized to do business in the State of Florida as set forth in Insurance and Bonding Requirements Attachment of this solicitation. The Vendor shall procure and maintain property insurance upon the entire project, if required, to the full insurable value of the scope of work. The County and the Vendor waive against each other and the County's separate Vendors, Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all damages covered by property insurance provided herein, except such rights as they may have to the proceeds of such insurance. The Vendor and County shall, where appropriate, require similar waivers of subrogation from the County's separate Vendors, Design Consultants and Subcontractors and shall require each of them to include similar waivers in their contracts. Collier County shall be responsible for purchasing and maintaining, its own liability insurance. Certificates issued as a result of the award of this solicitation must identify "For any and all work performed on behalf of Collier County." The General Liability Policy provided by Vendor to meet the requirements of this solicitation shall name Collier County, Florida, as an additional insured as to the operations of Vendor under this solicitation and shall contain a severability of interests provisions. Collier County Board of County Commissioners shall be named as the Certificate Holder. The "Certificate Holder" should read as follows: .1. Collier County Board of County Commissioners 14-6304 Air Filtration Services 21 ITB Template_04152014 Packet Page-2274- 9/9/2014 16.E.6. Naples, Florida The amounts and types of insurance coverage shall conform to the minimum requirements set forth in the Insurance and Bonding Requirements Attachment, with the use of Insurance Services Office (ISO)forms and endorsements or their equivalents. If Vendor has any self-insured retentions or deductibles under any of the below listed minimum required coverage, Vendor must identify on the Certificate of Insurance the nature and amount of such self- insured retentions or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be Vendor's sole responsibility. Coverage(s) shall be maintained without interruption from the date of commencement of the Work until the date of completion and acceptance of the scope of work by the County or as specified in this solicitation, whichever is longer. The Vendor and/or its insurance carrier shall provide 30 days written notice to the County of policy cancellation or non-renewal on the part of the insurance carrier or the Vendor. The Vendor shall also notify the County, in a like manner, within twenty-four(24) hours after receipt, of any notices of expiration, cancellation, non-renewal or material change in coverage or limits received by Vendor from its insurer and nothing contained herein shall relieve Vendor of this requirement to provide notice. In the event of a reduction in the aggregate limit of any policy to be provided by Vendor hereunder, Vendor shall immediately take steps to have the aggregate limit reinstated to the full extent permitted under such policy. Should at any time the Vendor not maintain the insurance coverage(s) required herein, the County may terminate the Agreement or at its sole discretion shall be authorized to purchase such coverage(s) and charge the Vendor for such coverage(s) purchased. If Vendor fails to reimburse the County for such costs within thirty (30) days after demand, the County has the right to offset these costs from any amount due Vendor under this Agreement or any other agreement between the County and Vendor. The County shall be under no obligation to purchase such insurance, nor shall it be responsible for the coverage(s) purchased or the insurance company or companies used. The decision of the County to purchase such insurance coverage(s) shall in no way be construed to be a waiver of any of its rights under the Contract Documents. If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure of the Vendor to provide the County with such renewal certificate(s) shall be considered justification for the County to terminate any and all contracts. 18. Security and Background Checks If required, Vendor/Contractor/ Proposer shall be responsible for the costs of providing background checks by the Collier County Facilities Management Department, and drug testing for all employees that shall provide services to the County under this Agreement. This may include, but not be limited to, checking federal, state and local law enforcement records, including a state and FBI fingerprint check, credit reports, education, residence and employment verifications and other related records. Contractor shall be required to maintain records on each employee and make them available to the County for at least four (4) years. 19. Debris Vendor shall be responsible for the removal and disposal of all debris from the site and the cleaning of the affected areas. Vendor shall keep the premises free of debris and unusable materials resulting from their work and as work progresses; or upon the request of the County's 14-6304 Air Filtration Services 22 ITB Template_04152014 Packet Page-2275- 9/9/2014 16.E.6. representative, shall remove and dispose such debris and materials from the property. The Vendor shall leave all affected areas as they were prior to beginning work. 20. Direct Material Purchase The County reserves the right to require Vendor to assign some or all of its agreements with material suppliers directly to the County. Any such goods and/or materials purchased by the County pursuant to such an assignment of a material supply agreement shall be referred to as "County Furnished Materials" and the responsibilities of both the County and the Vendor relating to said materials shall be governed by the terms and conditions of this solicitation. Additionally, the County at its sole option may choose to purchase some or all of the goods and/or materials from other suppliers. In either instance the County may require the following information from the Vendor: • Required quantities of material. • Specifications relating to goods and/or materials required for job including brand and/or model number or type if applicable • Pricing and availability of goods and/or materials provided under Vendor's agreements with material suppliers 21. Grant Compliance The purchase of any goods and/or services that are funded through Federal Grant Appropriations, the State of Florida, or any other public or private foundations shall be subject to the compliance and reporting requirements of the granting agency. 22. Equipment Vendor shall have available and in good working condition, the necessary equipment to perform the required service. If required, the Vendor shall supply a list of equipment and an hourly rate for each. Hourly rates will commence once equipment arrives at the service site. In the event that additional specialized and/or heavy equipment (backhoe, crane, mudhog, etc.) is needed, the Project Manager must be notified in advance for approval. The reimbursement of additional equipment expense shall be at cost and will commence once equipment arrives at the service site. The County reserves the right to request and obtain documentation of the Vendor's cost, and to withhold payments until documentation is provided. The scope of these specifications is to ensure the delivery of a complete unit ready for operation. Omission of any essential detail from these specifications does not relieve the Vendor from furnishing a complete unit. All equipment must be new and of current manufacture in production at the time of ITB opening, and carry standard warranties. At the time of delivery, at least two (2) complete shop repair manuals and parts lists must be furnished with each type of equipment. Vendor must service all equipment prior to delivery and/or acceptance by the County. 23. Definitions 62-761.200(11) and 62-762.201(16), F.A.C.: "County' means a locally administered program under contract with the Department to perform compliance verification activities at facilities with storage tank systems. 14-6304 Air Filtration Services 23 ITB Template_04152014 Packet Page-2276- 9/9/2014 16.E.6. 62-761.200(48) and 62-762.201(62), F.A.C.: "Pollutants" includes any "product" as defined in Section 377.19(11), F.S., pesticides, ammonia, chlorine and derivatives thereof, excluding liquefied petroleum gas. 62-761.200(51) and 62-762.201(65), F.A.C.: "Product" as defined in Section 377.19(11), F.S., means any commodity made from oil or gas and includes refined crude oil, crude tops, topped crude, processed crude petroleum, residue from crude petroleum, cracking stock, uncracked fuel oil, fuel oil, treated crude oil, residuum, gas oil, casing head gasoline, natural gas gasoline, naphtha, distillate, condensate, gasoline, used oil, kerosene, benzene, wash oil, blended gasoline, lubricating oil, blends or mixtures of oil with one or more liquid products or byproducts derived from oil or gas, and blends or mixtures of two or more liquid products or byproducts derived from oil or gas, whether hereinabove enumerated or not. 62-761(73) and 62-762(84), F.A.C.: "Vehicular fuel" means a petroleum product used to fuel motor vehicles, including aircraft, watercraft and vehicles used on and off roads and rails. 14-6304 Air Filtration Services 24 ITB Template_04152014 Packet Page-2277- 9/9/2014 16.E.6. Cofirer County Administrative Services Division Purchasing Attachment 1: Vendor Submittal -Vendor's Non-Response Statement The sole intent of the Collier County Purchasing Department is to issue solicitations that are clear, concise and openly competitive. Therefore, we are interested in ascertaining reasons why prospective Vendors did not wish to respond to this ITB. If your firm is not responding to this ITB, please indicate the reason(s) by checking any appropriate item(s) listed below and return this form via email or fax to the Procurement Strategist listed on the first page or mail to: Collier County Purchasing Department, 3327 Tamiami Trail East, Naples, Florida 34112. We are not responding to this ITB for the following reason(s): Solicitation: 14-6304 Air Filtration Services ❑ Services requested not available through our company. ❑ Our firm could not meet specifications/scope of work. ❑ Specifications/scope of work not clearly understood (too vague, rigid, etc.) ❑ Project is too small. ❑ Insufficient time allowed for preparation of response. ❑ Incorrect address used. Please correct mailing address: ❑ Other reason(s): Firm's Complete Legal Name Address City, State, Zip Telephone Number FAX Number Signature/Title Type Name of Signature Date: 14-6304 Air Filtration Services 25 ITB Template_04152014 Packet Page-2278- 9/9/2014 16.E.6. Cer Canty Adrrinishative Services Division Purchasing Attachment 2: Vendor's Check List IMPORTANT: THIS SHEET MUST BE SIGNED BY VENDOR. Please read carefully, sign in the spaces indicated and return with bid. Vendor should check off each of the following items as the necessary action is completed: 1. The Bid has been signed. 2. The Bid prices offered have been reviewed. 3. The price extensions and totals have been checked. 4. The payment terms have been indicated. 5. Any required drawings, descriptive literature, etc. have been included. 6. Any delivery information required is included. 7. If required, the amount of bid bond has been checked, and the bid bond or cashiers check has been included. 8. Addendum have been signed and included, if applicable. 9. Affidavit for Claiming Status as a Local Business, if applicable. 10. Immigration Affidavit and company's E-Verify profile page or memorandum of understanding. 11. Copies of licenses, equipment lists, subcontractors or any other information as noted in this ITB. 12.The mailing envelope must be addressed to: Procurement Director Collier County Government Purchasing Department 3327 Tamiami Trail E Naples FL 34112 The mailing envelope must be sealed and marked with: • Solicitation: 14-6304 Air Filtration Services • Opening Date: July 24, 2014 13.The bid will be mailed or delivered in time to be received no later than the specified opening date and time. (Otherwise bid cannot be considered.) ALL COURIER DELIVERED BIDS MUST HAVE THE BID NUMBER AND TITLE ON THE OUTSIDE OF THE COURIER PACKET. Company Name Signature & Title Date 14-6304 Air Filtration Services 26 ITB Template 04152014 Packet Page-2279- 9/9/2014 16.E.6. ier County Administrative Seivices Division Purchasing Attachment 3: Vendor Submittal - Bid Response Form FROM: Board of County Commissioners Collier County Government Center Naples, Florida 34112 RE: Solicitation: 14-6304 Air Filtration Services Dear Commissioners: The undersigned, as Vendor, hereby declares that the specifications have been fully examined and the Vendor is fully informed in regard to all conditions pertaining to the work to be performed for as per the scope of work. The Vendor further declares that the only persons, company or parties interested in this Bid or the Contract to be entered into as principals are named herein; that this Bid is made without connection with any other person, company or companies submitting a Bid; and it is all respects fair and in good faith, without collusion or fraud. The Vendor proposes and agrees if this Bid is accepted, to contract, either by a County issued purchase order or formal contract, to comply with the requirements in full in accordance with the terms, conditions and specifications denoted herein, according to the following unit prices: ***SEE FOLLOWING PAGES*** Any discounts or terms must be shown on the Bid Response Form. Such discounts,if any, will be considered and computed in the tabulation of the bids. In no instance should terms for less than fifteen (15) days payment be offered. Prompt Payment Terms: % Days; Net_ Days ❑ Bid Response Form is electronic. Please input your prices online. ❑ Bid Response is as follows: Note: If you choose to bid manually, please submit an ORIGINAL and ONE COPY of your bid response pages. The undersigned do agree that should this Bid be accepted, to execute a formal contract, if required, and present the formal contract to the County Procurement Director for approval within fifteen (15) days after being notified of an award. 14-6304 Air Filtration Services 27 ITB Template_04152014 Packet Page-2280- 9/9/2014 16.E.6. IN WITNESS WHEREOF,WE have hereunto subscribed our names on this day of , 20 in the County of , in the State of Firm's Complete Legal Name Address City, State, Zip Florida Certificate of Authority Document Number Federal Tax Identification Number CCR# or CAGE Code Telephone Number FAX Number Signature/Title Type Name of Signature Date *********A ********, **** ******«***.«, ..*,*,*. *Irk**,.*,* **«.. ****, **« ,****** Additional Contact Information Send Payments To: (REQUIRED ONLY if different from above) Firm's Complete Legal Name Address City, State, Zip Contact Name Telephone Number FAX Number Email Address • 14-6304 Air Filtration Services 28 ITB Template_04152014 Packet Page-2281- 9/9/2014 16.E.6. Collier!C y Adrniristrakve Services Division PurnhasIng Attachment 4: Vendor Submittal— Local Vendor Preference Affidavit Solicitation: 14-6304 Air Filtration Services(Check Appropriate Boxes Below) State of Florida(Select County if Vendor is described as a Local Business ❑ Collier County ❑ Lee County Vendor affirms that it is a local business as defined by the Purchasing Policy of the Collier County Board of County Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing Policy: Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector for at least one year prior to bid or proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier County from which the vendor's staff operates and performs business in an area zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or other non-permanent structure shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a"local business" unless it contributes to the economic development and well-being of Collier County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base, and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a"local business" under this section.A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one year under this section. Vendor must complete the following information: Year Business Established in ❑Collier County or❑ Lee County: Number of Employees (Including Owner(s) or Corporate Officers): Number of Employees Living in ❑ Collier County or❑ Lee (Including Owner(s) or Corporate Officers): If requested by the County, vendor will be required to provide documentation substantiating the information given in this affidavit. Failure to do so will result in vendor's submission being deemed not applicable. Vendor Name: Date: Address in Collier or Lee County: Signature: Title: STATE OF FLORIDA ❑ COLLIER COUNTY ❑ LEE COUNTY Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this Day of , 20 Notary Public My Commission Expires: (AFFIX OFFICIAL SEAL) 14-6304 Air Filtration Services 29 ITB Template 04152014 Packet Page-2282- 9/9/2014 16.E.6. Cotner County Administrative Servia®s Division Purchasna Attachment 5:Vendor Submittal—Immigration Affidavit Solicitation: 14-6304 Air Filtration Services This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with formal Invitations to Bid (ITB's) and Request for Proposals(RFP) submittals. Further, Vendors/ Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company. Failure to include this Affidavit and acceptable evidence of enrollment in the E-Verify program. may deem the Vendor/ Bidder's proposal as non-responsive. Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized alien workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section 274A(e) of the Immigration and Nationality Act("INA"). Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A(e)of the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A(e) of the INA shall be grounds for unilateral termination of the contract by Collier County. Vendor attests that they are fully compliant with all applicable immigration laws(specifically to the 1986 Immigration Act and subsequent Amendment(s))and agrees to comply with the provisions of the Memorandum of Understanding with E- Verify and to provide proof of enrollment in The Employment Eligibility Verification System (E-Verify), operated by the Department of Homeland Security in partnership with the Social Security Administration at the time of submission of the Vendor's/ Bidder's proposal. Company Name Print Name Title Signature Date State of County of The foregoing instrument was signed and acknowledged before me this day of ,20_, by who has produced as identification. (Print or Type Name) (Type of Identification and Number) Notary Public Signature Printed Name of Notary Public Notary Commission Number/Expiration The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy of this affidavit to interrogatories hereinafter made. 14-6304 Air Filtration Services 30 ITB Template_04152014 Packet Page-2283- 9/9/2014 16.E.6. colter County Adninisttative Services D ng Attachment 6: Vendor Substitute W—9 Request for Taxpayer Identification Number and Certification In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following information for tax reporting purposes from individuals and companies who do business with the County (including social security numbers if used by the individual or company for tax reporting purposes). Florida Statute 119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be used for no other purpose than herein stated. Please complete all information that applies to your business and return with your quote or proposal. 1. General Information (provide all information) Taxpayer Name (as shown on income tax return) Business Name (if different from taxpayer name) Address City State Zip Telephone FAX Email Order Information Remit/Payment Information Address Address City State Zip City State Zip FAX FAX Email Email 2. Company Status(check only one) _Individual/Sole Proprietor _Corporation _Partnership _Tax Exempt(Federal income tax-exempt entity _Limited Liability Company under Internal Revenue Service guidelines IRC 501 (c)3) Enter the tax classification (D=Disregarded Entity, C=Corporation, P=Partnership) 3. Taxpayer Identification Number(for tax reporting purposes only) Federal Tax Identification Number(TIN) (Vendors who do not have a TIN,will be required to provide a social security number prior to an award of the contract.) 4. Sign and Date Form Certification: Under penalties of perjury, I certify that the information shown on this form is correct to my knowledge. Signature Date Title Phone Number 14-6304 Air Filtration Services 31 ITB Template_04152014 Packet Page-2284- 9/9/2014 16.E.6. County Administrave Serwiaes Division Purchasing Attachment 7: Vendor Submittal-insurance and Bonding Requirements Insurance/Bond Type Required Limits 1. ®Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Compensation Statutory Limits and Requirements 2. ® Employer's Liability $ single limit per occurrence 3. ® Commercial General Bodily Injury and Property Damage Liability(Occurrence Form) patterned after the current $' single limit per occurrence,$2,000,000 aggregate"for Bodily ISO form Injury Liability and Property Damage Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed Operations and Contractual Liability. 4. 114 Indemnification To the maximum extent permitted by Florida law,the ContractorNendorlConsultant shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities,damages, losses and costs,including, but not limited to, reasonable attorneys'fees and paralegals'fees, to the extent caused by the negligence,recklessness, or intentionally wrongful conduct of.the ContractorNendor/Consultant or anyone employed or utilized by the ContractorNendor/Consultant in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. 4. ❑Automobile Liability $ Each Occurrence; Bodily Injury:&Property Damage, Owned/Non-owned/Hired;Automobile included 5. 0 Other insurance as []Watercraft $ Per Occurrence noted: Q United States Longshoreman's and Harborworker's Act coverage shall be maintained where applicable to the completion of the work. $" Per Occurrence ❑ Maritime Coverage(Jones Act)shall be maintained where applicable to the completion of the work. $ Per Occurrence ❑Aircraft Liability coverage shall be carried in limits of not less than $5,000,000 each occurrence if applicable to the completion of the Services under this Agreement. $ Per Occurrence El Pollution< $ Per Occurrence ❑ Professional Liability $ per claim and in the aggregate • $1,000,000 per claim and in the aggregate • $2,000,000 per claim and in the aggregate 14-6304 Air Filtration Services 32 ITB Template_04152014 Packet Page-2285- 9/9/2014 16.E.6. ❑.Project Professional Liability $ Per Occurrence 0 Valuable Papers Insurance $ Per Occurrence 6. 12 Bid bond Shall be submitted with proposal response in the form of certified funds, cashiers'check or an irrevocable letter of credit, a cash bond posted with the County Clerk, or proposal bond in a sum equal to 5% of the cost proposal.All checks shall be made payable to the Collier County Board of County Commissioners on a bank or trust company located in the State of Florida and insured by the Federal Deposit Insurance Corporation. 7. ❑ Performance and For projects in excess of$200,000, bonds shall be submitted with the Payment Bonds executed contract by Proposers receiving award,and written for 100% of the Contract award amount, the cost borne by the Proposer receiving an award. The Performance and Payment Bonds shall be underwritten by a surety authorized to do business in the State of Florida and otherwise acceptable to Owner; provided, however,the surety shall be rated as"A-"or better as to general policy holders rating and Class V or higher rating as to financial size category and the amount required shall not exceed 5%of the reported policy holders'surplus, all as reported in the most current Best Key Rating Guide, published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York 10038. 8. ® Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions. 9. ® Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General Liability where required. 10. ® The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County Commissioners in Collier County,OR Collier County Government, OR Collier County(or Collier MPO). The Certificates of insurance must state the Contract Number, or Project Number, or specific Project descriptions or must read: For any and all work performed on behalf of Collier County. 11. Thirty(30)Days Cancellation Notice required. Vendor's Insurance Statement We understand the insurance requirements of these specifications and that the evidence of insurability may be required within five(5) days of the award of this solicitation. Name of Firm Date Vendor Signature Print Name Insurance Agency Agent Name Telephone Number 14-6304 Air Filtration Services 33 ITS Template_04152014 Packet Page-2286- 9/9/2014 16.E.6. er County Athiristraive Sent=Division Purchasing Attachment 8: Evidence of ten years or more in the Air Filter replacement business (supply references and list of jobs who firm has supplied). 14-6304 Air Filtration Services 34 ITB Template_04152014 Packet Page-2287- 9/9/2014 16.E.6. 14-6304 Air Filtration Services 35 ITB Template_04152014 Packet Page-2288- 9/9/2014 16.E.6. lD n .-i ,., M .• g 57 d ` N olo 3 m o Y U a C O L CL to a fa o a y Tit Lri In a L j 0 0 0 a) cul CL a fA u► 0 vi w• •5 •u► •Ill 'o c. a a) �., C v v • vI - w+ fC 'G C w 0 _C _C td !'G > .Oui O O fa = C ++ U O .0 L L O fp CO ff C O 0 0 0 oO u p-0 .O as L •O 1 0 C C1 O o .0 = d7 i C1 01 .n C .i LB C C C fC ; . > a) =15 f U = _ = c _ N fU 13 y S C G) 'p .. C .-.1 _ v C C 7.) 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